Momentum Triathlon Academy

Privacy Policy

Approved by: Committee | Effective: 09 September 2025 | Review cycle: Annual

1. About this policy

This Privacy Policy explains how Momentum Triathlon Academy (MTA, ‘we’, ‘our’) collects, uses, discloses and protects personal information about children and young people in our junior programs, as well as information about their parents/guardians and our personnel. We aim to handle personal information consistently with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

2. Who we are & how to contact us

3. The personal information we collect

The types of information we collect and hold can include:

  • Member details: name, date of birth, address, contact details, emergency contacts.

  • Parent/guardian details: names, relationship to the child, contact details.

  • Participation information: training attendance, squad/age-group, results and selections.

  • Health and safety information (sensitive information): medical conditions, allergies, injuries, disability or accessibility needs, medications, care plans and relevant risk information provided by a parent/guardian or health professional.

  • Integrity and wellbeing information: reports or records relating to complaints, incidents, safeguarding and conduct matters.

  • Images and recordings: photos/video captured at training, events and team activities (only with consent).

  • Systems and device information: activity on our approved club platforms (e.g., Team App/communication tools), basic technical data (date/time, device type, IP address) recorded by those platforms.

4. How we collect personal information

  • Directly from parents/guardians and (where appropriate) children via registration forms, medical forms, incident forms and travel consents.

  • During club activities and events (attendance, results, incident reports).

  • From third parties where needed and lawful (e.g., AusTriathlon/state associations, event organisers, schools or venues, medical professionals in an emergency).

  • Images/recordings captured by authorised club personnel or contractors in accordance with our media consent settings.

  • Automatically via our approved platforms and website (see Section 12 on online data and cookies).

5. Why we collect, use and disclose information (purposes)

  • To run safe, inclusive junior training and competition programs (duty of care, risk management and supervision).

  • To administer membership, payments, squads and events; and to coordinate travel and team management.

  • To provide age‑appropriate coaching and support health and wellbeing (using medical and accessibility information as provided).

  • To manage safeguarding, complaints and integrity matters (including under the National Integrity Framework).

  • To comply with laws (e.g., reporting to Police in an emergency or where a potential offence is suspected) and to respond to regulators or insurers.

  • To communicate with members and families about schedules, events, changes and opportunities (you can opt out of non‑essential marketing at any time).

  • To create de‑identified statistics that help us improve participation and safety.

6. Sensitive information & consent

  • We only collect sensitive information (e.g., health, disability, cultural or Aboriginal status) with a parent/guardian’s consent, unless the law permits otherwise (such as to prevent a serious threat to life or health).

  • We ask parents/guardians to provide accurate medical and emergency information and to update us when things change.

  • We respect cultural safety and inclusion; providing certain information is optional unless it is necessary for safety.

7. Children, parents and decision‑making

  • For children under 18, we generally seek consent from a parent/guardian. Where practical and appropriate, we also involve the child in decisions that affect them.

  • We provide age‑appropriate explanations about how we handle information and how to speak up about a concern.

8. Disclosing personal information

We may disclose personal information to:

  • AusTriathlon and state/territory associations, event and venue organisers, timing providers and officials for membership and competition administration.

  • Sport Integrity Australia (SIA) for matters under the National Integrity Framework, and other complaint‑handling bodies as appropriate.

  • Emergency services, health professionals and insurers in connection with an incident, claim or emergency.

  • Our service providers (e.g., IT/communication platforms, cloud storage, email and payment processors) who assist us to operate, under confidentiality and security obligations.

  • Police or government authorities where required or authorised by law.

  • Media or public platforms only in line with our Social Media & Online Safety Procedure and the family’s media consent settings.

9. Overseas disclosures

Some of our service providers may store information in Australia or overseas (for example, in the United States, the European Union or the Asia‑Pacific region). Where practicable, we take reasonable steps to ensure those providers protect the information consistently with the APPs.

10. Direct communications & marketing

  • We send essential service messages (e.g., safety alerts, schedule changes).

  • We may send news, fundraising or sponsorship messages relevant to the club; you can opt out at any time using the method provided or by contacting us.

11. Photography, video and media consent

  • We use images/video to celebrate participation and promote club activities. We respect your consent choices and maintain a ‘no‑consent list’.

  • We avoid identifying information such as full names, school uniforms or real‑time locations when publishing images of children.

  • Photos or filming in bathrooms/change rooms are prohibited.

12. Online services, cookies & third‑party platforms

  • Our website and approved communication platforms may use cookies or similar technologies to operate and improve the service.

  • We use only club‑approved platforms to communicate with children; private personal accounts must not be used by staff/volunteers.

  • Links to external services have their own privacy terms; we encourage you to review those terms.

13. Security, retention and destruction

  • We use role‑based access, strong credentials, multi‑factor authentication for admin accounts and secure storage for sensitive records.

  • We retain records only for as long as needed for our functions and legal/insurance purposes, then securely destroy or de‑identify them.

  • Serious incidents are stored with restricted access and audit trails.

14. Access and correction

  • You may request access to, or correction of, you or your child’s personal information. We will respond within a reasonable time (usually within 30 days).

  • For safety and privacy reasons, we may need to verify identity and may refuse access in limited circumstances permitted by law (we will explain why and how to complain).

15. Data breaches

  • We take data security seriously. If we suspect an eligible data breach under the Notifiable Data Breaches scheme, we will assess promptly and, where required, notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

  • If you think your information has been compromised, please contact us immediately.

16. Complaints about privacy

  • Please contact our Privacy Contact (Section 2) with details of your concern. We will acknowledge your complaint and aim to respond within 30 days.

  • If you are not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) for guidance on privacy complaints (see oaic.gov.au).

17. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will publish updates on our website and make copies available on request.

18. Definitions

  • Personal information: information or an opinion about an identified individual, or an individual who is reasonably identifiable.

  • Sensitive information: a subset of personal information that includes health information and information about racial or ethnic origin, religious beliefs, sexual orientation, and other categories defined by law.

  • APPs: Australian Privacy Principles in the Privacy Act 1988 (Cth).

Appendix A — Short privacy collection notice (use on forms)

We collect personal information (including health information with consent) to run safe junior programs, manage membership and respond to incidents. We may share it with event organisers, service providers, Sport Integrity Australia (for NIF matters), emergency services and insurers, where needed or authorised by law. If you choose not to provide information, we may not be able to include the child in certain activities. For questions or to request access/correction, contact: Samantha Janssen — sam@momentumtriathlon.com — 0447711055

Appendix B — Media consent options

  • ☐ Yes, you may use my/my child’s image (photos/video) for club communications (website, social media, newsletters, print).

  • ☐ Yes, but do not tag personal accounts and do not publish real‑time locations.

  • ☐ No, do not use my/my child’s image.

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